Last revised: June 2023
The Luxembourg Institute of Science and Technology (hereafter “LIST”, “We”) is committed to ensure the highest standards of data protection in compliance with the applicable legislation, notably with reference to the Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data (hereafter “GDPR”).
The present document aims at illustrating what personal data we collect about you, the reason why LIST uses your data and, as the case may be, share your data and the applicable retention periods. Additionally, the notice also provides you with information regarding your rights, how to exercise them and whom you can contact in case of any query.
The present notice is directed to participants (hereafter the “Participant”) on LIST’s public events, including public lectures and conferences, demonstrations, competitions, tours of the LIST's facilities, and online events such as webinars (hereafter “Event”).
The data controller is normally LIST, having its registered office at 5, Avenue des Hauts-Fourneaux L-4362 Esch-sur-Alzette, Luxembourg. LIST is in this case the sole responsible for collecting and processing your personal data in relation with your participation to LIST’s activities. However, joint controllers may exist for certain events.
LIST collects and uses personal data of Participants for the following purposes:
|To perform and execute agreements|| |
In the case of sponsors, speakers, authors and remaining Participants purchasing registrations for Events, LIST processes personal data needed to perform and execute the required agreements. This includes:
|Event management|| |
To properly organize and deploy Events, which includes:
|Processing of contact details for inviting to future events||To process contact details to manage the subscription of Participants to a mailing list of LIST's future events.|
|Processing of contact details for sending LIST newsletter||To process contact details to manage the subscription of Participants to LIST newsletter.|
Generally, we obtain the personal data directly from Participants, typically at the registration to an Event, when attending an Event, when communicate with us in relation to an Event, when completing our feedback forms or surveys or when submitting a scientific paper.
In some cases, we may obtain the personal data from third parties:
The categories of personal data that we collect about you may vary depending on the type of Event. Those include:
Below you can find the list of legal basis on whose grounds LIST collects and processes Participants’ personal data:
|To perform and execute agreements|| |
The processing of personal data is necessary for a contract with the Participant, in the case of sponsors, speakers, authors and remaining Participants purchasing registrations for Events.After the Event, in the case of financial transactions, LIST will need to process personal data to comply with legal obligations.
|Event management||LIST processes personal data for such purpose under LIST’s legitimate interest in properly organizing and deploying Events. The use made of the personal data benefits the individuals since it allows LIST to deliver the Event the Participant has registered for. In the case of dietary requirements, we process such personal data on the basis of your explicit consent provided when you voluntarily decide to communicate them to us.|
|Processing of contact details for inviting Participants to future events||Consent provided during the Event registration. To withdraw consent, the Participant can click the unsubscribe link in the footer of any email received or contact LIST at firstname.lastname@example.org.|
|Processing of contact details for sending Participants LIST newsletter||Consent provided during the Event registration. To withdraw consent, the Participant can click the unsubscribe link in the footer of any email received or contact LIST at email@example.com.|
LIST may share your personal data with:
Some of the mentioned recipients of your personal data may be in countries outside the European Union or the European Economic Area (EU/EEA):
In compliance with the applicable data protection legislation, LIST has put in place appropriate technical and organisational measures in order to prevent or act upon any unauthorised and unlawful processing or disclosure, accidental loss, modification or destruction of personal data. These measures are implemented based on the current state of art, an evaluation of the risks derived by the processing activity and the need to protect personal data. Such technical and organisation measures are regularly updated and/or adjusted to new technical developments or any organisational change that may affect LIST.
In particular, access on a need-to-know basis has been implemented to ensure only staff with appropriate need for the purpose has access to the personal data of Participants in LIST Events. Additionally, we have data processing agreements in place with our processors.
LIST will only retain your personal for a period of time that is strictly necessary for the purposes for which we collect your data, without prejudice to LIST to keep them for a longer duration for legal and/or regulatory obligations applying to LIST or due to exceptional situations that would justify them being kept longer (judicial procedure, etc.). Below are the details regarding the time we keep your personal data:
|To perform and execute agreements||The personal data will be retained for 30 years (maximum) from the termination of the agreement in accordance with Art. 2262. Code Civil.|
|Event management||In this case, we will keep the personal data in accordance with our retention schedule.|
|Processing of contact details for inviting Participants to future events||Until you unsubscribe to the newsletter.|
|Processing of contact details for sending Participants LIST Newsletters||Until you unsubscribe to the newsletter.|
With regards to your personal data collected and processed by LIST, you may exercise at any time the following rights:
You may exercise any of these rights by contacting our Data Protection Officer (DPO) by filling the online form.
LIST may make changes to this privacy notice from time to time, to reflect our current privacy practices or to comply with changes in the applicable data protection legislation. LIST encourages you to regularly visit this page in order to remain informed on our data protection policies.